1. Introduction

Creating meetings for a team situated in different locations is difficult especially when time zones need to be accounted for as well. Manual scheduling emphasizes these difficulties as its more prone to errors and can be quite time consuming.

Through the use of Litespace’s automated scheduling, teams can find the best times for a meeting with no hassle.   

2. Challenges

Finding a Suitable Time

• Coordinating across different time zones can prove to be quite the task as there is a limited overlap of working hours which can be difficult to find through manual scheduling. Last minute changes often occur which can also increase the difficulty of manually scheduling a meeting.

Daylight Savings Time

• Accounting for Daylight Savings time manually is an extremely time consuming task as not all regions observe it and it can easily lead to slip ups during the process.

Work-life balance

• Due to the different time zones making it difficult to find times, some team members may have to be forced to hop on calls at times outside of their normal work hours. This disrupts their work life balance which can lead to lower morale or fatigue due to inconsistent sleep. 

3. Our Solution

Preference-Based Scheduling

• Team members can easily indicate when they would prefer a meeting during certain times through the calendar view. Litespace accounts for different time zones and then takes all of the preferences across each employee and prioritizes finding a time that is the most optimal for a meeting.

Automated Scheduling

• Litespace seamlessly integrates your work calendar with your team members' schedules, ensuring meetings are easily booked and reminders are synchronized across multiple platforms (Slack & Google). This guarantees that everyone stays in sync and up-to-date.

Automatic DST Adjustments

• Our scheduling system can automatically adjust for DST if a team member is affected by it. By integrating with global time zone databases, the system can ensure that meeting times are accurate regardless of DST changes.

Measurable Outcomes

• Overseas employees reported that scheduled meetings time to be 2x as accommodating than before
• Meetings scheduled at more regular times lessened employee fatigue due to inconsistent sleep and increased meeting productivity by 45%
• Higher team morale and engagement by 36% due to better work-life balance 

4. Before-and-After Scenarios

Before Using Litespace

• Teams manually coordinate across time zones, often missing the limited overlapping working hours. This leads to unfavorable meeting times
• Errors occur due to inconsistent adjustments of DST in different regions often leading to confusion
• Team members are often required to join meetings outside their normal work hours. Leading to disrupted work-life balance, lower morale, and fatigue.

After Using Litespace

• Automated time zone management seamlessly coordinates meeting times during the most favorable times
• Automatic DST adjustments ensure meeting times are accurate, regardless of DST changes, reducing confusion and uncertainty among team members
• Preference-based scheduling ensures meetings are within reasonable hours for all participants. This leads to an increase in morale and decrease in fatigue.

5. Implementation Time

• We can assist you in launching within 15 minutes, with dedicated support to ensure you're fully prepared for setup. We also provide an asynchronous setup guide to streamline your implementation process.